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Manage items in your inventory

Learn how to add, edit, and manage the items in your inventory.

Samantha Schurr avatar
Written by Samantha Schurr
Updated today

This article is specifically about Rheaply’s inventory management app, Visibility (root.rheaply.com), and may not be relevant if your organization is not using that functionality.

Items represent individual physical resources tracked within your inventory. Each item inherits global properties from its associated product, allowing you to focus on updating only the item's unique properties, like location or condition, without duplicating data at the product level.

This article is helpful if: you're tracking physical inventory, editing item-specific data, or preparing resources for internal sharing or reuse.

Who can do this? Global Admin, Admin, Editor, Creator (see Permissions below for specifics).

Where is it done? root.rheaply.com/inventory → product details → Items tab.

Add items to a single product

Follow these steps to add a set of items for a single product:

  1. Navigate to Inventory, then click on the product you want to add items to.

  2. Open the Items tab.

  3. Click Add items in the top right.

    1. See below if you want to bulk add items for a single product.

  4. Fill in the item details.

  5. Click Save.

View item details

  1. Navigate to Inventory, then click on a product.

  2. Navigate to the Items tab.

  3. Click on an item row to open its details, or click the three-dot menu and select View.

Bulk edit items

Use these methods when updating item-specific properties like location, condition, or status for many items at once:

  1. From Inventory (or the Items tab when viewing a product), filter down to the items you want and select items using the checkboxes.

  2. Click Bulk actions, then select Edit items.

  3. Apply your edits, then click Save.

Edit a single item

If you need to edit a specific item:

  1. From Inventory (or an Item Saved Search), search and filter to find the specific product and item you’d like to edit.

  2. You can either click on the Edit pencil icon on the item’s row, or click through to the item details page and click Edit.

  3. Apply your edits, then click Save.

Scan to edit

Use the scan-to-edit feature on your mobile device to update item data in real-time as you physically scan QR labels on items. To learn how, read our Scan to edit help article.

Print QR labels

Learn how to print QR labels to place on your items to track them. For more information on how to set up your printer, see our printer setup guide.

Bulk print

  1. From Inventory (or the Items tab when viewing a product), filter down to the items you want and select items using the checkboxes.

  2. Click Bulk actions > Print label

Print a single item’s QR label

If you need to print a QR label for a single item follow these steps:

  1. Navigate to the item by either:

    1. Scanning the item’s existing QR label if you have it, or

    2. Loctating the item through inventory or saved search.

  2. Once you find your item, you can either hit the 3 dots in the table view, or click on your item, and then click Print QR label.

For information on how to best place the QR labels on your items, see our QR label placement guide.

Delete items

Delete a single item

  1. From the Items tab, click the trash icon at the end of the item's row

  2. Confirm with Yes, delete

Bulk delete items

  1. Select items using checkboxes

  2. Click Bulk actions > Delete

  3. Confirm with Yes, delete

Permissions

Learn how each inventory role can interact with your team’s items compared to other teams’ items.

Your team’s items:

Viewer

Creator

Editor

Admin

Global Admin

View

❌

✅

✅

✅

✅

Create

✅

✅

✅

✅

✅

Edit your own entry

❌

✅

✅

✅

✅

Edit others’ entries

❌

✅

✅

✅

✅

Print QR label

✅

✅

✅

✅

✅

Delete

❌

✅

✅

✅

✅

Other teams' items:

Viewer

Creator

Editor

Admin

Global Admin

View

✅

✅

✅

✅

✅

Edit

❌

❌

❌

❌

✅

Print QR label

✅

✅

✅

✅

✅

Delete

❌

❌

❌

❌

✅

Related Articles
Products
Scan to edit items
Navigating the Inventory page
Saved Search
Product sets
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